SF-30_Amendment 1 - Site visit Minutes-Questions Deadline- ACAD Manor House.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF

PAGES

1 4

2. AMENDMENT/MODIFICATION

NO.

A0001

3. EFFECTIVE DATE

6/24/2024

4. REQUISITION/PURCHASE REQ.

NO.

PR12646677

5. PROJECT NO. (If applicable)

6. ISSUED BY

CODE

7. ADMINISTERED BY (If other than Item 6)

CODE

AMERICAN EMBASSY LISBON

AV. DAS FORCAS ARMADAS, ATTN: GSO/PROCUREMENT

LISBOA 1649-044

PORTUGAL

8. NAME AND ADDRESS OF CONTRACTOR (NO., street,city,county,State,and ZIP Code)

9a. AMENDMENT OF SOLICITATION NO.

19P05024Q0028

Prospective Offerors

9b. DATED (SEE ITEM 11) 6/24/2024

10a. MODIFICATION OF CONTRACT/ORDER

NO.

10b. DATED (SEE ITEM 13)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

[ x ] The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers ] is extended, [ ] is not extended Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning ____ copies of the amendment;(b) By acknowledging receipt of this amendment on each copy of the offer submitted; or(c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers.

FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b)

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

X

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor [ ] is not, [ ] is required to sign this document and return ___ copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this amendment is:

- To extend the deadline for the submission of Questions. The new deadline is July17, 2024.

- To publish the Site Visit Minutes – July 11, 2024

- ACAD Building Drawings.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

16A. NAME OF CONTRACTING OFFICER

Gus Kosmas

15B. NAME OF CONTRACTOR/OFFEROR

BY

(Signature of person authorized to sign)

15C.DATE

SIGNED

16B. UNITED STATES OF AMERICA

BY

(Signature of Contracting Officer)

16C.DATE SIGNED

07-12-2024

MINUTES FOR THE SITE VISIT

July 11, 2024 – 10.00am RFQ No. 19P05024Q0028

Manor House – Windows & Doors Rehabilitation

Participants from USG:

Gus Kosmas: Facility Manager Claudio Coelho: Facility Coordinator Ana Paula Saint Aubyn: Procurement Supervisor Rodrigo Costa: Note taker.

Companies that attended the site visit:

COMPANY

REPRESENATIVES

Pascoal Monteiro

Tiago Gomes Hugo Machado

Socodefil Victor Manuel Barreiras

Companhia das Obras / Urbiplanta Filipa dos Passos Gabriel

Introduction:

The Procurement Supervisor welcomed all attendees. PS provided a copy of the full solicitation to the bidders. The following details were discussed:

The purpose of the site visit is:

• To convey the solicitation process and provide a chance for the offerors to inspect the site prior to providing a bid.

• To provide bidders with the opportunity to submit questions that they may have about the solicitation document and / or the project. The questions bidders pose will be answered later following this site visit, in writing by email.

• This contract will be a firm fixed price contract and will be awarded to the technically acceptable responsible offeror offering lowest price.

The following sections were highlighted during the site visit:

Section 1 SF1449. Offerors must complete block 17, and block 19 to 24. Block 24 is where they will indicate their offer price including VAT. Bidders should complete block 30A and sign in 30B along with the date in 30C.

• The Offeror/ winner is required to register for SAM.

Section 2: Clauses

Section 3: Instructions on how to submit offers.

Section 4: Evaluation Criteria

Section 5: Representations and Certifications

At the request of bidders, the following dates were extended:

Deadline for submission of Questions: July 17, 2024, instead of July 12&13,2024.

Section 1– SPECIFICATIONS AND SCOPE OF WORK The scope of work was discussed by the Facility Coordinator. The Bidders visited the Manor House – 1st, 2nd and 3rd floor.

Some of the points the Facility Office discussed:

- Bidders were reminded that the scope of work is the basis for what is to be accomplished by this contract. They should read it thoroughly carefully. The Facility Manager informed the bidders that they will need to use their expertise to give us the best proposal and design, based on what they read in the Scope of Work and what they inspected during the site visit.

- Bidders were reminded that the Manor House is a cultural heritage building, which implies specific and particular care with any type of work. They were informed that ACAD building Plans will be shared with them later.

- The main aim is to preserve the windows and doors of the historic building.

- This restoration work will be carried out on the Manor House, which includes the Dining and Piano Room, Cafeteria, Kitchen, 2nd, and 3rd floors.

- Bidders were informed that it was important for them to provide a detailed work plan with an accurate Timeline and dates.

- Bidders were informed about the number of Windows 56 - this number includes the doors.

- The Bidders were informed that they must send with the proposal, Methodology/sampling, and strategy.

- Try to restore as many windows as possible and replace ONLY those that are impossible to restore through restoration work.

- All windows that are impossible to restore should be replaced with windows that are as similar as possible.

- The shutters must also be part of the restoration work.

- Window glass will ONLY have to be replaced if it is broken or has significant defects resulting in visual impairment. Little change as possible.

- Bidders were told that double glazing should not be used in the replaced windows, as this would greatly change the original, historic window. Broken glass can ONLY be replaced with the "same" type of glass.

- In the kitchen and on the 3rd floor, the contractor will have to include mosquito nets in the repair work. Please note that mosquito nets can ONLY be installed on the outside of the window.

- The final proposal must contain all the methods of the restoration or replacement work (if applicable), suggestions, on how the contractors will carry out the work.

- Whether they will need to remove the window to take it to the fabric to restore, or whether they will need a specific location on the Embassy grounds to carry out the work (on site), estimated duration, the shutters and all the hinges/openings must be part of the proposal, INCLUDE THE WORK PLAN, all the different types of paint and chemicals that will be used, etc.... Proposal must include all the steps.

- 1st and 2nd floor straight forward.

- The work will have to start on the 3rd floor, as there will be people living in the mansion.

- Cláudio is going to send a plan to the contractors so that they can get a better idea of the dimensions.

– ACAD Building Drawings.

- Rotten wooden frames were discussed.

- Shutters intervention – Bidders must propose intervention based on initial assessment.

- Gaps in the shutters – the Bidders must send a proposal for the filler. They should maintain all shutters equal and homogenous.

- The glass door of the cafeteria needs a stronger hardware, as it is in a highway zone.

- The contractors will quote a different price for the 2nd floor window, which is impossible to repair and will have to be replaced.

- Hinges/Bolts and Latches – if not possible to recovery, Bidders must propose a solution/replacement.

- The contractors must explain in their final proposal how they will install the mosquito netting on the 3rd floor.

- Bidders were informed that there might be events happening in the Manor House area during the contract execution time, and that the facility office will inform them in case it happens.

- Bidders were concerned about the duration of the project.

The Bidders had several questions, remarks, and concerns. They were reminded that they need to submit their questions by writing before the deadline. All questions and answers, posed on the site visit or by the deadline will be provided to all interested firms in writing.

All questions and answers, minutes of the meeting and amendments (if any) will be shared with the bidders.

USG representatives thanked the attendees for showing interest to this solicitation and the meeting was adjourned.